We are pleased to welcome Jess Ayers to the Library's Business & Operations team as our new Administrative Assistant! They agreed to answer some questions now that they've settled into the role.
Congratulations on your new position at the Library, Jess! Could you give us an introduction to what a Library Administrative Assistant does?
Thank you! I'm glad to be here and have felt very welcomed by everyone. While I'm still learning some of the specifics of my role, I mainly assist the library operations team with making purchases of supplies, books, etc. for our libraries and then processing the invoices and receipts of those purchases to make sure they are sent to the finance department. I also help with event organization (such as the upcoming Dissertation Bootcamp and Three Minute Thesis events). And once our new University Librarian starts, I will also assist them with finance reports and managing calendars.
What inspired you to apply to this position?
I have very fond childhood memories of trips to our local library. I love reading and learning new things, so working in the library at an institution of higher learning felt like a good fit!
What are some of the positions you've previously held that prepared you for this role?
I've had an abundance of different positions over the years that gave me valuable experience that I think is going to translate well to my role here at Caltech. I've had many different admin/reception positions in various corporate environments, I've worked in high-end catering and fine dining, and I have a lot of experience working different "below-the-line" jobs in the entertainment industry. All of which has given me a strong work ethic, mental flexibility, and made me able to learn new skills quickly. My experiences have also given me new levels of appreciation for people who have unique skill sets. (You never know what skill will suddenly come in handy!)
What does a day in the life of a Library Administrative Assistant look like?
So far, no day has been exactly the same for me, ha ha! My team has been really great at not overwhelming me with all of the systems and processes I need to learn. I've filed receipts and helped with organization and outdated paperwork disposal (which has made the paper shredder my new friend.) Bailey Westerhoff and I put together the Vroman's book display in the lobby of Caltech Hall. I even helped protect the books in the basement from the leaking ceiling on my fourth day here! In the words of Allie Brosh, I can do "All the things!"
What are you looking forward to at the Library?
The 2024 California Library Association Conference took place at the Pasadena Convention Center on October 17-19, and several Caltech Library staff members attended. Benjamin Maggio, who supports Document Delivery and Interlibrary Loan requests in the department of Access & Collection Services, reports from the field.
The California Library Association tackled the theme of mental health in the workplace at the annual conference in October. Titled “Balancing Act: Shelf Care & Self Care,” the three-day conference offered numerous lectures under a united theme of libraries as a safe environment for patrons and staff with mental health concerns.
Some librarians gave presentations on activities they had organized for their communities. During “Self Care is Fresh Air,” staff from San Mateo County Libraries described organizing outdoor summer activities for both kids and adults. This included nature walks in city and state parks, and watercolors in the library garden. In another talk, Camille Hyatt shared photos and videos from animal encounters and pet adoption events for kids at the San Diego Public Library.
Other lectures were for the direct benefit of the attendees. Some were geared toward offering career advice to librarians, including presenting at conferences or applying to jobs after finishing school. Still others, many themed around mindfulness, sought to help librarians by instructing them in practices for creating a psychologically safe workplace. Among these was a talk that acknowledged the inherent stress of working in library advocacy, and that included advice about mindfulness meant specifically for advocates. “Music, Intentionality, and Mental Health” concluded with presenter Scott Farthing asking the listeners to compile an individual “arsenal of songs” that makes each of them feel positive emotions. He recommended that listeners who live with anxiety use their personal playlist to counteract triggering situations.
During the Saturday talk “Mindset Matters,” Kathleen Farris encouraged librarians to utilize kindness and self-reflection in the workplace. Particularly effective in her presentation was a slide titled “Changing Mindsets,” which encouraged workers to replace self-defeating thoughts (“I will never find a path”) with more positive, reinforcing language (“What are my options?”). Some of these presentations did not necessarily use the word “mindfulness.” However, the conference overall repeatedly demonstrated that that theme was always on the periphery of what was being discussed.
By highlighting activities like music and being immersed in nature, and emphasizing themes like self-compassion, kindness, intentionality, and community, the presenters demonstrated the rewards that mindfulness can offer to library staff, students, and the public. For that reason alone, the conference was a very rewarding experience.
In fall 2024, Caltech Library is hosting Crossing Over: Art and Science at Caltech, 1920–2020, an expansive public exhibition that weaves together the history of science with historical and contemporary art. How, it asks, have scientists and engineers used images and collaborated with artists to discover, invent, and communicate? The exhibition features displays of about 250 objects, most drawn from the Caltech Archives and Special Collections, including rare books, paintings, drawings, photographs, scientific instruments, molecular models, and video. It will be open September 27 – December 15, 11–4 Wednesday – Sunday.
A GALCIT Update by DiAndra Reyes
The GALCIT archival project has made tremendous progress in its first year, making headway to ensure that the rich history of the Graduate Aerospace Laboratories, California Institute of Technology (GALCIT) is properly preserved and accessible for future generations.
Over the past year, Mariella Soprano, Senior Collections and Special Projects archivist, has collaborated with Jamie Meighen-Sei, Department Administrator, Aerospace (GALCIT), and the GALCIT Department (Division of Engineering and Applied Science) to develop a robust collection plan, implement access policies, select materials, and organize the refurbishment of archival storage in the GALCIT Firestone basement. GALCIT Archival Processing intern DiAndra Reyes has been instrumental in this effort, describing materials, creating a comprehensive inventory, and rehousing them in acid-free folders and archival boxes. DiAndra has processed over 80 bankers’ boxes, resulting in 121 archival boxes of processed materials. She also published the Ten Foot Wind Tunnel Series finding aid, offering a sneak peek into the collection. As DiAndra’s internship concludes, a new intern will continue processing papers, photographs, and audiovisual materials.
Key Findings and Insights So Far
So far the processed GALCIT Collection spans from 1918 to 2005 and documents the extensive history of aeronautical engineering, fluid mechanics, and aerospace research at the GALCIT. It includes materials from significant research projects, wind tunnel developments, collaborations with military and government agencies, and the foundational work of the Jet Propulsion Laboratory (JPL). Some highlights include the Research Projects Series, JPL Series, and Department Series.
The Research Projects Series (1935-1985) documents GALCIT's collaborative research in aerodynamics, materials science, and structural mechanics, including significant projects like ramjet propulsion and the analysis of the Tacoma Narrows Bridge collapse. The series contains technical papers, classified reports, and correspondence with prominent scientists such as Theodore von Kármán and Frank Malina.
The JPL Series (1939-1986) highlights GALCIT’s early activities with JPL and includes instructional materials for military personnel by GALCIT faculty, early rocket research, and the development and usage of JPL’s supersonic wind tunnel. These materials are invaluable for understanding the collaboration between academic and military-industrial development during World War II.
The Department Series (1929-2005) gives insight into faculty, student, and administrative activities throughout GALCIT’s eighty-year history. Correspondence from prominent faculty like Hans W. Liepmann provides insight into their academic contributions, while classified materials and selective service documents offer a look at how GALCIT navigated national security during periods of sensitive research.
L to R: Benjamin and Jo physically arranging the collection boxes. Jo and Benjamin organizing D. Goodstein’s correspondence. Penny, Benjamin, and Jo stopping to smile after the hard work they completed.
Jo Krajeski and Benjamin Mendez Jr. worked as Archival Processing Interns this past spring and summer in the Caltech Archives and Special Collections processing the David L. Goodstein and the Judith R. Goodstein papers. This is the first time the Archives brought in two interns to collaboratively work in the archives. The Goodsteins both spent many hours in the Archives working and researching Caltech’s history, so it was fitting to have both collections successively processed. Both David’s and Judith’s collections are now both fully organized and accessible in the reading room.
Collections and Metadata Archivist Penny Neder-Muro asked Jo and Benjamin some questions about their experiences as MLIS students and their time working as interns in the Caltech Archives. We want to thank Jo and Benjamin for helping the Archives preserve and make accessible the collections of two significant figures in Caltech’s history.
Thank you, Jo and Benjamin, for speaking with us today. You are both enrolled in San Jose State University’s Master of Library and Information Science fully online program. What drew you to pursue the MLIS degree? And how has that program prepared you for this internship?
BM: My experience as an intern for the CSULB Center for the History of Video Games, Technology, and Critical Play drew me to enroll in the SJSU MLIS program. I enjoy information in general and its importance to people. During my time in SJSU’s program, I have learned tons about the LIS field, including archives. One course that helped a lot was a course called Archives and Manuscripts. This course reviewed the importance of archives as information spaces and how to be a successful archivist.
JK: Genealogy and a growing love for researching historical events inspired me to pursue an MLIS at SJSU. I have been studying archival and library science for a while now (my bachelor’s degree is also LIS focused), so I am well-educated but had little practical experience. I jumped at the chance to work in the Caltech Archives. I also hoped to gain smarts through osmosis.
Can you please briefly describe your work as a Caltech Archives Processing Intern?
JK: I had the privilege of appraising and organizing the collections of both David and Judith R Goodstein. Depending on the day my tasks included: applying basic preservation measures to rehouse the paper materials, moving them to acid-free folders/boxes, and organizing items alphabetically, chronologically or by subject. Once the collection order was determined, we created collection guides for researchers to quickly and easily locate the information sought within their collections. It was interesting to learn what was in a collection, which determined the best way to organize it and make it accessible to archives researchers.
BM: As an archives intern, I worked alongside you (Penny) and Jo on processing, which Jo mentioned. We rehoused David Goodstein’s papers into clean archival folders and boxes, organizing, then created Goodstein’s online finding aid for his entire collection. My day-to-day included arriving at the archive around 7:30 am till 12:30 pm, Monday only for the beginning of my internship, then after that; it sped up once summer began. Jo and I used a shared spreadsheet, and we communicated a lot about which organization made the most sense.
David Goodstein was a member of the Caltech Faculty from 1968 through 2007, as Frank J. Gilloon Distinguished Teaching and Service Professor, who taught physics and served as Vice-Provost for almost twenty years. What is the one thing you learned while processing his collection that you would like the Caltech community and beyond to know about David Goodstein?
BM: One interesting fact I discovered when processing his collection was his love for his students and his upbeat, funny demeanor. From responding to fan letters for those who know him from the Mechanical Universe, to students' evaluation notes– It was amazing to see what a great teacher he was.
JK: He had a great sense of humor, which is strange to say about someone you have never met except on paper. He was also a very curious person, a great admirer (and friend) of Richard Feynman, and he formed strong lasting friendships with colleagues and others within his profession. I was very impressed by his ability and determination to learn Italian after he accepted an NSF fellowship in Rome. He would not only learn to communicate with his fellow lab team, but he would give seminars solely in Italian. I have great respect for David Goodstein.
Jo, you also had the opportunity to process Judith Goodstein’s Papers. Judith is University Archivist emeritus and founded the Caltech Archives in 1968. What do you want to share about Judy?
JK: Judy, Judy, Judy. As a history buff, I enjoyed going through her collection, seeing her research process and eventual culmination of the research. She, like David, had a knack for forming lifelong relationships with colleagues and those she met through her research. I enjoyed creating her collection’s finding aid too. I look forward to reading her books in the near future.
What is one surprising thing you learned while working in the Archives?
JK: I guess what surprises me the most about working in archives in general is the number of ways actions can be performed; there is no one way to do any task, but the outcome is the same: to provide access to the collections. I didn’t quite know what to expect from the Caltech Archives and Special collections, but I learned there is more interesting history to be found within their stacks than I ever realized.
BM: Of the many important things I learned this summer, one that will stick with me is that every collection is different, and depending on the circumstances, decisions can change; as Penny would say, “It depends.” While archives have standards set in place, every day could be different, and sometimes exceptions are made. A lot depends on donor agreements and the information being processed, such as medical records or classified materials.
What do you hope to do when you complete your MLIS degree?
JK: Ultimately, my goal is to remain in the archival field, but I am open to anywhere in the LIS field. I have really enjoyed my time working in an academic environment, but my passion lies with genealogy so maybe a state or local archive, or something along those lines. Working with NARA would be an accomplishment.
BM: After graduation, I plan to work in an academic library or in an archives. If I take the librarian route, I would love to work at a community college or CSU in either an education or systems librarian role. If I go with the archivist route, I would love to work in an archive revolving around technology and video games. With only a year left in my MLIS, I am anxious but excited for what will come. The road will be tough, but I am ready for the challenge!
Any final thoughts?
JK: This experience has been amazing. I have learned so much and felt so welcomed by the archives staff (and by extension the library crew) from my arrival to departure. I was given several learning opportunities, such as helping with reference, that helped with my coursework and gave me the hands-on experience I desired. I feel prepared to embark on other adventures and hope the archives’ staff continue to share their wisdom with future interns and students.
BM: I would like to thank all the archives and library staff who have assisted me through my internship at Caltech, especially Penny, Richard, Mariella, Elisa, and Peter. You have all been great to work with, and I hope our paths cross again someday.
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